Terms and conditions are a set of rules and guidelines that a user must agree to in order to use a product or service. They outline the rights and responsibilities of both the user and the provider, and often include information about payment terms, warranties, liability, and dispute resolution. Terms and conditions are intended to protect both parties and to ensure that everyone understands what is expected of them.

Terms & Conditions

De Villiers Photography

Last updated: 28th of February 2026

1. Introduction

These Terms and Conditions (“Agreement”) govern all photography and related services (“Services”) provided by De Villiers Photography (“Supplier”) to the individual or organisation commissioning the Services (“Customer”).

By paying the Booking Fee, the Customer confirms acceptance of this Agreement and enters into a legally binding contract with the Supplier.

2. Definitions

• Booking Fee – A non‑refundable payment required to secure the booking.

• Cooling‑Off Period – A statutory 14‑day cancellation period for qualifying distance contracts.

• Event – Any occasion for which the Services are commissioned.

• Fee(s) – The total charges payable for the Services, as set out in the Quote and Booking Confirmation.

• Force Majeure – Circumstances beyond reasonable control preventing performance.

• Quote – A cost estimate that becomes binding once the Booking Fee is paid.

• Service(s) – Photography, post‑production, digital delivery, printed products, or any additional services agreed.

• Supplier – De Villiers Photography.

• Personal Licence -  A Personal Licence is a limited, non‑exclusive, non‑transferable licence granted to the Customer for the purpose of using the delivered digital images for personal, private, and non‑commercial use only. This licence permits the Customer to:

• View the images on personal devices

• Store the images for personal archival purposes

• Print the images for personal display or gifts

• Share the images privately with family and friends

• Post the images on personal social media accounts, provided that:

  • No commercial benefit is derived

  • The images are not altered in a way that misrepresents the Supplier’s work

  • Credit to De Villiers Photography is retained where reasonably possible

The Personal Licence does not transfer copyright ownership, which remains exclusively with De Villiers Photography.

Exclusions to the Personal Licence

The Personal Licence does not permit the Customer or any third party to:

• Use the images for commercial, editorial, advertising, or promotional purposes

• Sell, licence, or otherwise distribute the images for financial gain

• Submit the images to competitions, publications, or media outlets without written permission

• Edit, manipulate, or alter the images beyond basic cropping or resizing

• Remove watermarks, branding, or metadata

• Provide the images to vendors, suppliers, or other commercial entities (e.g., venues, makeup artists, planners)

• Upload the images to stock libraries or AI training datasets

• Use the images in any context that may be defamatory, unlawful, or harmful to the Supplier’s reputation

Any use outside the scope of the Personal Licence requires prior written permission from De Villiers Photography and may incur additional licensing fees.

3. Booking Process

• A Quote is provided following an enquiry and does not constitute a contract.

• A booking is confirmed only when the Customer pays the Booking Fee and accepts these Terms and Conditions.

• The Booking Fee is 50% of the total quoted amount and is non‑refundable, except during the Cooling‑Off Period.

• Additional Services requested after booking may require an additional deposit.

4. Cooling‑Off Rights

• Customers booking remotely (online, phone, email) may cancel within 14 days of paying the Booking Fee.

• The Supplier will not begin work until the Cooling‑Off Period has expired unless the Customer requests early performance and acknowledges loss of cancellation rights.

• The Cooling‑Off Period does not apply to:

  • Personalised or custom‑made items

  • Digital content supplied immediately

  • Urgent or time‑sensitive bookings

  • Events occurring within the Cooling‑Off Period

5. Fees & Payment Terms

• Fees are outlined in the Quote and Booking Confirmation.

• The Final Balance is due no later than one month before the Event.

• Bookings made within one month of the Event require full payment immediately.

• Additional Services:

  • Before final payment: added to the Booking Confirmation

  • Within one month of the Event: payable in full immediately

  • During or after the Event: payable immediately via bank transfer or card

6. International Travel & Overseas Assignments

For Events outside the UK:

• The Customer is responsible for all travel‑related costs, including flights, accommodation (minimum 3‑star), transfers, visas, permits, insurance, and reasonable meals.

• Travel days required to reach or return from the Event location may be charged as billable days.

• All travel and accommodation costs must be paid in advance and are non‑refundable once booked.

• The Customer must ensure all required permissions and legal compliance for photography abroad.

7. International Deposit Requirements

• Overseas bookings require a non‑refundable deposit of 50–75%, depending on location and travel requirements.

• All travel, accommodation, and subsistence costs must be paid in full by the Customer before any travel arrangements are booked.

• The Customer acknowledges that the earlier these costs are paid, the more cost‑efficient the travel arrangements are likely to be.

• If the Customer chooses to pay a lower deposit or delays payment of travel costs, De Villiers Photography reserves the right to delay booking travel arrangements until full payment has been received.

• The Customer accepts that any delay in payment may result in increased travel, accommodation, or subsistence costs, and that all such increases must be paid in full by the Customer.

• Once travel or accommodation has been booked, these costs are non‑refundable and remain payable by the Customer in the event of cancellation or postponement.

8. Cancellations & Refunds

Customer Cancellation

More than 1 month before the Event:  

• Refund = Deposit minus expenses already incurred.

1 month to 1 week before the Event:  

• Refund = Total fee minus 75% of the deposit and expenses.

Within 1 week of the Event:  

• No refund.

Supplier Cancellation

If the Supplier cannot provide the Services due to illness, injury, or other incapacity, a full refund for the affected portion will be issued unless caused by the Customer or their guests.

Force Majeure

Where Force Majeure prevents performance, the Supplier will refund the Customer minus reasonable expenses already incurred.

9. Postponements

If the Event is postponed and the Supplier is available on the new date, all monies paid may be transferred to the new booking. The Fees applicable to the new date will be those in effect at the time of rebooking.

Non‑Transferable Costs for Postponed Events

Where the Customer requests to postpone the Event, the Supplier will make all reasonable efforts to transfer Services, bookings, and third‑party arrangements to the new date. However, the Customer acknowledges that certain costs may be non‑transferable, non‑refundable, or date‑specific, including but not limited to:

• Travel and accommodation bookings

• Venue or studio hire

• Props, equipment rentals, or purchased items

• Third‑party subcontractors

• Permits, licences, or location fees

• Any other expenses already incurred for the original Event date

Any such costs that cannot be transferred or refunded will remain fully payable by the Customer, and will not be deducted from any fees due for the new Event date. These costs will be itemised and provided to the Customer upon request.

The Customer accepts that a postponement constitutes a new booking, and the Fees applicable to the new date will be those in effect at the time of rebooking.

10. Supplier Obligations & Artistic Licence

• The Supplier retains full artistic discretion regarding style, lighting, composition, and image selection.

• The Supplier does not guarantee specific images, poses, or attendance of a particular photographer.

• The Supplier is not liable for missed photographs due to weather, venue restrictions, unwilling subjects, or equipment failure.

11. Customer Obligations

• The Customer must ensure appropriate behaviour from all attendees. Abuse, harassment, or aggression will result in immediate withdrawal without refund.

• The Customer is responsible for obtaining all required permissions and licences for photography at the chosen location.

• For Events exceeding four hours, the Customer must provide a suitable meal or notify the Supplier at least one week prior.

12. Digital Content Delivery

• Digital images are delivered via secure online file‑sharing.

• Files remain available for 14 days unless extended storage is purchased.

• Sharing access with third parties without permission is prohibited.

13. Printed Products

• Printed products are produced by third‑party laboratories.

• Any defects must be reported with photographic evidence.

• Natural ageing or colour fading is not the Supplier’s responsibility.

14. Copyright & Licensing

• All photographs remain the exclusive copyright of De Villiers Photography.

• The Customer receives a personal‑use licence only.

• Commercial or editorial use requires written permission and may incur licensing fees.

• No image may be copied, edited, or reproduced without written consent.

15. Data Protection & Privacy

• The Supplier processes personal data in accordance with UK GDPR and the Data Protection Act 2018.

• Data is used solely for managing the booking and delivering the Services.

• No personal data is shared with third parties for marketing.

16. Amendments

• Any request to amend this Agreement must be submitted in writing.

• Approved amendments may incur an administration fee of £20.

17. Liability

• The Supplier will exercise reasonable skill and care in providing the Services.

• Liability is limited to the total Fees paid.

• The Supplier is not liable for indirect or consequential losses.

18. Governing Law

This Agreement is governed by the laws of England and Wales.

Any disputes shall be subject to the exclusive jurisdiction of the English courts.